An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11327
Effective Date
Record Series Abstract
Records series will contain requests for certified copies and requests for Certificates of Existence/Authorization (Good Standing) submitted by the public in relation to entities registered with the Division of Business and Charitable Organizations and filings held by the Division, as well as related documentation. These requests may be submitted by State/Federal Agencies, the media, entity representatives, or members of the public.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received in both paper and electronic format. Records received in paper format are scanned into the Division’s database. Records received in electronic format are also uploaded/scanned into the Division’s database. After verification of completeness and accuracy, paper records are destroyed or returned to the customer as appropriate. Electronic records are maintained in Division’s database for 5 years, then destroyed by state-approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave 6th Floor Nashville, TN 37243
File Arrangement
Chronologically by Date Received
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
2 GB
Current Volume
20 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
T.C.A. 48-11-302, 303(c) T.C.A. 48-51-302, 303(c) T.C.A. 48-247-102, 103(c) T.C.A. 48-249-1006, 1007(c) T.C.A. 61-1-1208(c) T.C.A. 61-2-1102, 1103(c), 1207(c) T.C.A. 61-3-1205(c)
Electronic Records Plan Inventory
System Name
IE1819008WN001.NET.ADS.STATE.TN.US
Hardware Description
DELL POWEREDGE FC630
Software Description
WINDOWS SERVER 2012 STORAGE SERVER
System Location
STATE OF TENNESSEE - DATA CENTER SOUTH
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
REPLICATED TO STATE OF TENNESSEE - DATA CENTER NORTH
Data Migration Description
MIGRATION STRATEGY ON FILE
RDA Comments
Records Management Division (RMD)
08-22-2024
No recommended changes.
Tennessee State Library and Archives
08-23-2024
No recommended changes.
Comptroller Audit Review
08-23-2024
We have reviewed RDA 11327 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-26-2024
Thank you.
RMD Director
08-28-2024
RDA 11327 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 11327.
Public Records Commission
09-23-2024
PRC approves RDA 11327.